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Once your newsletter has been printed, the final step is to archive that project so that you gather up all the assets used in the project, all of the placed images, which may have come from a variety of different folders. In this case, they all came from the same folder, but realistically they may have come from a variety of different folders. You have to gather up all of those assets and save them as one tidy package and then you can just archive that on your external hard drive or burn it to a DVD.
Or however it is that you handle the back up of finished jobs. Packaging may also be useful if your printer requests that you send them the InDesign file. It's also useful if at any point, you decide that you need to move this InDesign document from one machine to another. Maybe you started the project to work and you want to take it home with you. You need to move not just the InDesign document but also all of the linked images that have been placed in the InDesign document and all of the fonts that have been used in the document. So in order to do this, we come to the File menu and choose Package.
Here it gives us a summary of the content of our document. We see a warning triangle here, telling us about the fact that 22 of our links use the RGB color space. We are not concerned about that. We are not concerned because our PDF preset that we used takes care of the Color Conversion from RGB images to CMYK colors. But we want to make sure that in Fonts that we don't see any missing fonts and also in Links and Images that none of these have the Status of being Missing or Modified. And they are all in good shape. So I can now go ahead and click Package.
Printing Instructions are only relevant if you are planning on using the package to send to your printer. I'm not. I'm using the Package feature exclusively for archiving. So I can just click Continue to move through that. And now we specify where on our hard drive we want this package to be saved. And I'm just going to save it on my Desktop for now. It will suggest a name for me, which is going to be my document name with the word Folder appended to it. And that's fine.
Do we want to copy the fonts? In this case, for archival purposes, no. Copy Linked Graphics, absolutely. Update Graphic Links, not necessary because we checked they were all updated any way, but I'll leave that checked. We don't need any of these other options. I can now go ahead and click Save. And then if we take a look on the Desktop, there is the folder that it made. And in that folder we have the InDesign document and we also have all of the linked graphics.
The Instructions text file is that Printing Instructions that I just passed right through. I could now move this folder to wherever it is I'm archiving my projects. I can go and delete any intermediate versions, any works in progress. And I can also optionally delete any graphics that were candidates for usage but I never ended up using.
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